PUBLIC WORKS FY 17 Recommended Public Works Budget $4,937,107 RSWA Contribution 11% Facilities And Environmental Services 89% FY15 FY16 FY16 FY17 FY17 FY17 $ % EXPENDITURES ACTUAL ADOPTED PROJECTED REQUEST RECOMM ADOPTED ADP-ADP ADP/ADP Facilities And Environmental Services $3,532,875 $4,423,826 $4,274,133 $4,578,131 $4,411,133 $4,398,035 ($25,791) -0.6% RSWA Contribution 325,311 502,773 490,066 539,072 539,072 539,072 $36,299 7.2% TOTAL, PUBLIC WORKS $3,858,186 $4,926,599 $4,764,199 $5,117,203 $4,950,205 $4,937,107 $10,508 0.2% PUBLIC WORKS PAGE 139
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FACILITIES AND ENVIRONMENTAL SERVICES MISSION To provide exceptional services to support Albemarle County in its effort to advance good government initiatives. Through leadership, innovation, focus, and teamwork, FES is dedicated to being a quality-first organization in support of the taxpayers, the Board of Supervisors Strategic Plan, our internal customers, the environment and our employees. DESCRIPTION The Facilities & Environmental Services (FES) Department was formed in February 2016 by the combining of the General Services Department and Office of Facilities Development. Combining of the two departments allows for greater effectiveness in the delivery of services and also aligns the organization to meet future urbanization needs. The FES department includes four divisions: Administration, Public Works, Project Management, and Environmental Services. FES is primarily responsible for 1) maintaining and improving the physical assets of the County (such as its buildings, grounds, Keene landfill, and other infrastructure); 2) managing our operations to ensure environmental compliance, promote pollution prevention, and minimize waste; 3) overseeing the planning, design, and construction of all major capital improvements undertaken on behalf of the county; and 4) in coordination with the Department of Community Development, protecting the water resources and other natural resources of the County through various programs, including capital projects. Other department services include providing copy services, mail services, building security, fleet management, and street sign maintenance. The Project Management Division operates as an Internal Service Fund. The budget for this division is displayed separately as the operation is funded by both the General Fund and CIP funds. GOALS Maintain our commitment to the County s environmental obligation through the Environmental Management System (EMS) and the Albemarle County Environmental Stewardship Strategic Plan (ACESSP). Implement cost effective programs to advance the County s goal of protecting local waterways and other natural resources. Continually and proactively evaluate the operation and maintenance services for the County s facilities and grounds; to ensure facilities meet existing and future needs. Deliver strong administrative support for the Facilities and Environmental Services Department which includes Facility Maintenance, Water Resources and Environmental Compliance Management. Additional information about this Department s support of the County s Strategic Plan goals and objectives is included in the Strategic Planning section of this document. FINANCIAL DATA DEPARTMENT OF FACILITIES AND ENVIRONMENTAL SERVICES FY15 FY16 FY16 FY17 FY17 FY17 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM ADOPTED ADP-ADP ADP/ADP EXPENDITURES SALARIES $1,055,448 $1,197,031 $1,238,847 $1,324,129 $1,321,629 $1,321,629 $124,598 10.4% BENEFITS 409,233 490,299 485,691 544,394 544,203 534,428 $44,129 9.0% OPERATING 1,816,793 2,438,956 2,238,896 2,318,368 2,306,198 2,306,198 ($132,758) -5.4% OTHER 190,203 211,142 209,327 193,145 186,178 182,855 ($28,287) -13.4% CAPITAL OUTLAY 61,198 86,398 101,373 52,925 52,925 52,925 ($33,473) -38.7% EXPANDED & ENHANCED 0 0 0 145,170 0 0 $0 EXPENDITURE TOTAL $3,532,875 $4,423,826 $4,274,133 $4,578,131 $4,411,133 $4,398,035 ($25,791) -0.6% REVENUE LOCAL NON-TAX $150,569 $102,197 $77,115 $76,369 $76,369 $76,369 ($25,828) -25.3% STATE 0 0 18,471 0 0 0 $0 FEDERAL 0 0 32,000 0 0 0 $0 TRANSFER-WATER RESOURCES FUND* 260,960 471,726 511,224 569,404 569,404 569,404 $97,678 20.7% REVENUE $411,529 $573,923 $638,810 $645,773 $645,773 $645,773 $71,850 12.5% NET COST $3,121,346 $3,849,903 $3,635,323 $3,932,358 $3,765,360 $3,752,262 ($97,641) -2.5% POSITIONS 22.0 25.3 26.3 28.3 26.3 26.3 1.0 4.0% *The transfer from the Water Resources Fund will be based on the actual expenditures. PUBLIC WORKS PAGE 141
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) The Project Management Division is organizationally a part of Facilities and Environmental Services; however, because it is funded through an internal service fund, it is summarized separately in the Public Works chapter. The chart below provides the costs and personnel for the entire Department of Facilities and Environmental Services including the Project Management Division. The Project Management Division is funded through an internal service fund, and, as such, it is summarized separately in this Public Works chapter. FY15 FY16 FY16 FY17 FY17 FY17 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM ADOPTED ADP-ADP ADP/ADP FACILITIES AND ENVIRONMENTAL SERVICES $3,532,875 $4,423,826 $4,274,133 $4,578,131 $4,411,133 $4,398,035 ($25,791) -0.6% PROJECT MANAGEMENT DIVISION 899,589 1,032,549 920,949 971,268 936,268 932,945 ($99,604) -9.6% TOTAL 4,432,464 5,456,375 5,195,083 5,549,399 5,347,401 5,330,980 ($125,395) -2.3% POSITIONS 31.0 34.8 34.8 36.8 34.8 34.8 OVERVIEW/NOTABLE CHANGES FY 16 Projected: Includes the changes resulting from the re-organization of General Services and the Office of Facilities Development that was effective February 1, 2016: o $36,533 in salary and benefits for four months of the Chief of Environmental Division position Includes appropriations totaling $66,455 for the following: o An appropriation of $10,560 for the Scottsville pumping station appropriated in FY15 and delayed to FY16 due to on-going negotiations with vendors. o An appropriation of $18,471 in State grant funding from the Virginia Department of Environmental Quality to the Department of General Services. This grant supported the staffing effort required to collect, organize, and deliver data related to stormwater management facilities. o An appropriation of $5,424 for the estimated cost to implement a water resources landscape master plan at the two County office buildings, which began in FY 15. o An appropriation of $32,000 in grant funds from the National Fish and Wildlife Federation to the Water Resources fund. This grant will be used for analysis and initial prioritization, owner outreach, field reconnaissance, final prioritization and pollutant accounting, and conceptual plan development for Total Maximum Daily Load (TMDL) Retrofits. FY 17 Recommended Budget: The Facilities and Environmental Services recommended budget decreases by $12,693 or 0.3% and includes the following changes from the recommended budget: 2% overall increase for FY17 salaries effective July 1, 2016. 14.5% increase in the Board contribution for health insurance rates. Decrease in Virginia Retirement System (VRS) rates from 13.49% to 12.32%. The full year of costs associated, including salaries and benefits for the Chief of Environmental Services Division that was added February 1, 2016. $10,000 increase is reallocated from operations for 2 seasonal temporary part-time employees to expand the capability of the grounds maintenance crews working during the summer months. $2,500 decrease in overtime costs primarily as a result of changes in custodian work times. Net operating decrease of $132,758, or 5.4%, and include the following: o $17,000 increase for Old Crozet Train Depot based on the actual cost of operations o $26,300 increase for the cleaning of 9 facilities primarily to deep clean floors twice a year o $15,000 increase for median mowing to restore the level of service to that of FY09; currently cutting medians 1 per month and proposing to increase to 2 times per month. o $47,900 decrease in operations costs associated with new facilities based on actual costs over multiple years (Northside Library, Northside Storage, Crozet Library, and Scottsville Library) o $10,000 decrease for Keene Landfill costs based on historic trends and projected costs. o $131,000 decrease in utility costs, based on historic trends. A utility contingency is budgeted in Non- Departmental. o $10,000 decrease is reallocated to salaries and benefits from in landscape maintenance for seasonal temporary part-time employees o $12,000 increase for other various costs such as changing maintenance mechanics uniforms from polyester to cotton per OSHA requirements, adding security cameras in FY 16, Consumer Price Index (CPI), and historic trend of expenditures. $24,964 or 11.8% decrease in other expenditures for project management services based on the projected estimate of Capital Improvement plan project management work to be completed by the Project Management Division in FY17. PUBLIC WORKS PAGE 142
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) $33,473 or 38.7% decrease in Capital Outlay for anticipated replacement of machinery and equipment and a vehicle purchase in FY 16 $71,850 or 12.5% net increase in related revenues, including: o A $29,355 decrease in local non-tax rental revenue primarily due to less rental revenue from the Jessup House o A $97,678 increase in dedicated local real tax estate revenue for water resources-related costs; in addition to the currently offset Water Resources costs, in FY 17, the funding will also offset the costs for additional operational efforts that support the County s Water Resources program. These include: a portion of the position costs associated with the Director of Facilities and Environmental Services, the Chief of Environmental Services, an office associate, a Grounds Maintenance position, and a Copy/Center Mailroom position. Unfunded requests include $66,258 for a custodian, $78,912 for a Sustainable Materials Management Coordinator, $2,500 for part-time interns to support environmental management, and $12,000 for maintenance of complex stormwater facilities. FY 17 Adopted Budget: The Facilities and Environmental Services budget decreases by $25,791 or 0.6% and reflects the following changes: 9.0% increase in the Board contribution for health insurance rates. Description Administration Division (4.0 positions): This division is responsible for the administrative functions of the Facilities and Environmental department, to include: time and attendance, payroll, room reservations, work orders, customer service, procurement, contract preparation and oversight, and budgeting. Public Works Division (17.25 positions): This division is responsible for the following: FY 16 Adopted FY 17 Adopted Dollar Percent $555,953 $455,243 ($100,710) -18.1% $2,982,763 $2,962,142 ($20,621) -0.7% Building Maintenance Services: Provides for building maintenance for over 450,000 square feet of facilities. Facilities include the County Office Building - McIntire Road, County Office Building - 5th Street, Court Square Facility, Old Jail/Jailor's house, Fire Stations 11, 12, and 15, the Crozet, Scottsville, and Northside Libraries, the County warehouse, Old Crozet School, and the Old Crozet train depot. This division also manages the maintenance of the County's pool car fleet. Custodial Services: Ensures the cleanliness and sanitation of over 377,000 square feet of facilities. Facilities include the County Office Building - McIntire Road, County Office Building - 5th Street, the Crozet, Scottsville, and Northside Libraries, and the Court Square Facility. The Custodial Services program also provides for specific support services as requested, such as moving furniture, conference room set-ups, disposing of recyclable material, opening and closing the building for after-hours meetings, and assuring the the buildings are secure after business hours. Copy Center: Provides printing, copying, booklet-making, binding, folding, and collating services for the County departments and schools. Copy Center personnel also operate a stockroom for office supplies and receives deliveries of large items at the rear loading dock. In addition, the Copy Center is responsible for Mail Room operations to include processing USPS mail and inter-office correspondence. Grounds Maintenance: Responsible for over 329 acres of property and provides storm water facility maintenance, roadside mowing, sidewalk vegetation control, and for improving the aesthetic conditions of entrance corridors and other urban areas. In addition, this division provides maintenance to the exterior of the County office buildings on McIntire Road and Fifth Street, the County courthouse buildings, Fire Stations 11, 12, and 15, and the Crozet, Scottsville, and Northside Libraries. PUBLIC WORKS PAGE 143
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) Description Public Works Division Continued FY 16 Adopted FY 17 Adopted Dollar Percent Utilities: This includes electrical, heating, emergency generator fuel, and water and sewer services for the County Office Building at McIntire, the County Office Building at 5th Street, and the Court Square Facilities, the Crozet, Scottsville, and Northside Libraries, and the County warehouse. Environmental Services Division (5.0 Positions): This division is responsible for the following: $673,968 $797,795 $123,827 18.4% Solid Waste and Recycling: Implements the Recycling and Solid Waste program. Also provides oversight and maintenance at the closed Keene Sanitary Landfill facility, provides for monitoring illegal dumping activities, and provides for the Bulky Waste Collection Days. Environmental Management: Oversees the County's environmental program to maintain compliance with state and federal regulations and to continue to improve the County's Environmental Management systems. In addition, this implements Pollution Prevention (P2) programs such as energy management, safer chemical, and on-going staff training programs. This divison maintains our active participation in the EnergyStar program and continuing to research and apply best environmental management practices. Water Resources: This program implements various water resource protection programs not pertaining to regulating land development, including developing and administering an MS4 Program Plan, addressing local and regional waterbody impairments (such as the Chesapeake Bay TMDL), maintaining County-owned dams, and addressing citizen concerns. Other: This is the General Government's expenditures for project $211,142 $182,855 ($28,287) -13.4% management services which funds the internal service fund of the Project Management Division. TOTAL, FACILITIES AND ENVIRONMENTAL SERVICES $4,423,826 $4,398,035 ($25,791) -0.6% PUBLIC WORKS PAGE 144
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) KEY PERFORMANCE INDICATORS (KPIs) The County of Albemarle has selected several KPIs to track its workload, effective use of County resources, as well as its overall performance. For more KPI information, please visit our website at www.albemarle.org/performance. EnergyStar Building Rating Target: Maintain an Energy Star Rating of 75 or above for our three office buildings Work Orders Completed PUBLIC WORKS PAGE 145
(FACILITIES AND ENVIRONMENTAL SERVICES CONTINUED) Number of Stormwater Facilities Inspected PUBLIC WORKS PAGE 146
PROJECT MANAGEMENT DIVISON (Internal Service Fund) Previously called Office of Facilities Development (OFD) MISSION The primary mission of the Project Management Division (PMD) is to manage and implement the County s Capital Improvement program, to include oversight of the design and construction of all government, transportation, and school facilities and structures. PMD strives to provide courteous, professional, and efficient services to our customers and achieve their basic goals by delivering high quality projects effectively, economically, and in a timely manner. PMD falls under the direction of the Department of Facilities and Environmental Services. DESCRIPTION The Project Management Division (PMD) provides construction expertise in support of the County s strategic and comprehensive plans. This operation is funded by both the General Fund and CIP funds. GOALS To leverage the County s capital funds by maintaining, constructing or renovating facilities that are both aesthetically pleasing and practical and serve the administrative, educational, recreational and service needs of our employees and citizens. To improve communications to both internal and external customers. To employ industry best practices in execution of all capital projects. To maintain industry awareness and skills necessary to remain proficient in the municipal development industry. Additional Information about this Department s support of the County s Strategic Plan goals and objectives is included in the Strategic Planning Section of this Document. FINANCIAL DATA PROJECT MANAGEMENT DIVISION FY15 FY16 FY16 FY17 FY17 FY17 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM ADOPTED ADP-ADP ADP/ADP EXPENDITURES SALARIES $662,792 $736,472 $662,938 $663,436 $663,436 $663,436 ($73,036) -9.9% BENEFITS 211,480 263,092 225,748 238,686 238,686 235,363 ($27,729) -10.5% OPERATING 17,875 24,361 23,675 60,023 25,023 25,023 $662 2.7% CAPITAL OUTLAY 7,442 8,624 8,589 9,123 9,123 9,123 $499 5.8% OTHER #REF! 0 0 0 0 0 $0 EXPENDITURE TOTAL $899,589 $1,032,549 $920,949 $971,268 $936,268 $932,945 ($99,604) -9.6% REVENUES Gen. Gov't. CIP Fund $372,331 $419,913 $391,229 $441,723 $425,803 $423,908 $3,995 1.0% Fire Rescue CIP Fund 0 56,416 0 0 0 0 ($56,416) Regional Firearms Training Center Fund 67,783 57,916 42,670 3,390 3,268 3,268 ($54,648) -94.4% Water Resources CIP Fund 46,210 30,661 21,931 70,190 67,660 67,359 $36,698 119.7% School Division CIP Fund 223,473 256,501 253,977 262,820 253,359 252,232 ($4,269) -1.7% General Fund 190,203 211,142 211,142 193,145 186,178 186,178 ($24,964) -11.8% REVENUE TOTAL $900,000 $1,032,549 $920,949 $971,268 $936,268 $932,945 ($99,604) -9.6% NET COST ($411) $0 $0 $0 $0 $0 $0 0.0% POSITIONS 9.0 9.5 8.5 8.5 8.5 8.5 (1.0) -10.5% OVERVIEW/NOTABLE CHANGES FY 16 Projected: Includes the changes resulting from the re-organization effective February 1, 2016: o Net decrease in Salary and benefits for four months of the Chief of Project Management Division position in lieu of a Director position and o Decrease in Salary and benefits for the inspection position that is reallocated to another Division in the Department of Facilities and Environmental Services PUBLIC WORKS PAGE 147
(PROJECT MANAGEMNET DIVISION CONTINUED) FY 17 Recommended Budget: The Project Management Division s recommended budget decreases by $96,281 or 9.3% and includes the following changes from the recommended budget: 2% overall increase for FY17 salaries effective July 1, 2016. 14.5% increase in the Board contribution for health insurance rates. Decrease in Virginia Retirement System (VRS) rates from 13.49% to 12.32%. The full year of costs and savings associated with the re-organization that was added February 1, 2016. Operating expenditures are increasing $662 or 2.7%. Capital Outlay expenditures are increasing $499 or 5.8%. FY 17 Adopted Budget: The Facilities and Environmental Services budget decreases by $96,604 or 9.6% and reflects the following changes: 9.0% increase in the Board contribution for health insurance rates. Description FY 16 Adopted FY 17 Adopted Dollar Percent Project Management Division: (8.5 positions): The Project Management Division is responsible for the management and implementation of the County's Capital Improvement Program. This includes oversight of the design and construction of all government and school facilities and structures. In addition, this office is responsible for reviewing all cost estimates for construction-related projects in the Capital Improvement Program. $1,032,549 $932,945 ($99,604) -9.6% TOTAL, FACILITIES DEVELOPMENT $1,032,549 $932,945 ($99,604) -9.6% KEY PERFORMANCE INDICATORS (KPIs) The County of Albemarle has selected several KPIs to track its workload, effective use of County resources, as well as its overall performance. For more KPI information, please visit our website at www.albemarle.org/performance. PMD Managed Capital Projects: Active/Completed PUBLIC WORKS PAGE 148
PUBLIC WORKS CONTRIBUTIONS FINANCIAL DATA PUBLIC WORKS CONTRIBUTION FY15 FY16 FY16 FY17 FY17 FY17 $ % ACTUAL ADOPTED PROJECTED REQUEST RECOMM ADOPTED ADP-ADP ADP/ADP EXPENDITURES RSWA Contribution $325,311 $502,773 $490,066 $539,072 $539,072 $539,072 $36,299 7.2% EXPENDITURE TOTAL $325,311 $502,773 $490,066 $539,072 $539,072 $539,072 $36,299 7.2% NET COST $325,311 $502,773 $490,066 $539,072 $539,072 $539,072 $36,299 7.2% OVERVIEW/NOTABLE CHANGES FY 17 Recommended Budget: The RSWA Contribution budget increases $36,299 or 7.2% and reflects the FY 16 projected cost with a 10% increase for anticipated increase due to the energy costs going down. FY 17 Adopted Budget: There are no changes made to the recommended budget. Description FY 16 Adopted FY 17 Adopted Dollar Percent Rivanna Solid Waste Authority (RSWA): The Rivanna Solid Waste Authority (RSWA) contribution is for an agreement with RSWA for operations that are not self-supporting. This includes funding for the McIntire Recycling Center and household hazardous waste disposal. $502,773 $539,072 $36,299 7.2% TOTAL, PUBLIC WORKS AGENCY CONTRIBUTIONS $502,773 $539,072 $36,299 7.2% PUBLIC WORKS PAGE 149
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